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  • The Printable CEO VIII: Day Grid Balancer

    May 23, 2009

    Day Grid Balancer (the official page for the Day Grid Balancer is https://davidseah.com/pceo/dgb)

    If you’re just joining the conversation, I’ve been thinking a lot about work-life balance the past / few / days. I really suck at work-life balance, and have started to crave some way of visually representing the essential elements of a good day.

    Although everyone will have a different definition of what “balance” means, and that definition will shift over time, that didn’t stop me from trying to make a paper-tracking form to try out this week. I want to drink of the sweet, sweet well of satisfying work-life balance! I’m also feeling a bit impatient about finally getting me some of that balance, hence the title at the top of the form ;-)

    This is a draft in progress, so you may want to check back in the future to see what’s changed. The official page URL will always point to the most recent version. If you’re the curious and creative type, however, please read on!

    The Day Grid Balancer

    Day Grid Balancer Page For my initial pass, I created a single sheet of paper to act as the focus of your day throughout the entire week. It’s really just a glorified to-do list, designed around the idea of noting when you’re doing the kind of things that you’d like to be doing every day. By the end of the week, you should get an idea of whether or not you were successful. Since it’s a single sheet, you can keep it on a handy clip-board and carry it around with you.

    Unlike some of my other forms, The Day Grid Balancer is not intended to track time very accurately. You can use the various grid boxes, as I’ve described them in the earlier 24 boxes and asymmetric grids post, to note when you spend an hour doing something that seems to fit in the balance diagram. Or you could put a checkmark in it to mark something as “done”, or use a “bowling frame style” / and X to mark half-hour and full hour.

    Suggested methodology:

    1. Start the week by writing down what you want to do in the beginning of the week in the upper-right part of the form. There’s a space for up to three critical things you’d like to get done (these are borrowed from the Emergent Task Planner) that require concentration in measured blocks of time. I’d start just by listing one, if I had to choose just one out of the dozens of things I wish were done. If there isn’t anything you need to list, just leave this part blank.
    2. As the week goes on, add the inevitable tasks that crop up that you haven’t yet scheduled.

    3. For each day of the week, write down the stuff that you got done. You can pick them from the list you’re keeping in the upper-right part of the page, or you can just pencil in stuff as it happens; the list is really just for your convenience. Cross out stuff you get done from the list so you don’t have to worry about it.

    4. You can also schedule events for each day of the week, as needed.

    5. As you get particular tasks done, fill in a block that corresponds roughly to the part of the balance grid. If a particular task happens to accomplish both, then fill two of ’em in.

    6. At the end of the week, see how it went. As you revisit what you got done, this will help you remember how that day went. You can then choose to do a week review and fill out another sheet for the coming week that attempts to make corrective action,.

    The balance grid was designed to represent hours originally, breaking the day into 24 hours split into equal parts sleep, productive work, and personal time. This is based roughly on the idea that for my own needs, I need to do at least 4 hours of billable work a day. Another 4 hours of that ends up being business support, and the rest of the time is eating and household management and sleep.

    Download the Form

    » Download the Day Grid Balancer Public Draft 01 (PDF, requires Adobe Acrobat) Everyone is different, of course, so this balance probably won’t work for a lot of people…hence, I’m making the source files available so y’all can make your own custom versions.

    Modifying the Form

    I’m releasing this version under Creative Commons A-NC-SA license, which means that the source code for this specific file is now free to remix for non-commercial applications, so long as you share what you’ve done and keep my name and link information intact. This is the first time I’m trying a Creative Commons license, so I have no idea what will happen. In my imagined best-case scenario, a whole bunch of people refine and remix the elements in here and create new things, and email me their creations so I can share them here on this page. We’ll see how it goes! Creative Commons LicenseThe Day Grid Balancer by David Seah is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 United States License. Based on a work at davidseah.com. I’m providing two mash-up friendly file formats. NOTE: this version isn’t updated every year like this version.
    • If you’ve got Adobe Illustrator CS3 and above, here’s the » Editable PDF «. You can open it up in Adobe Illustrator and all the groups and vectors will be intact. I’m using fonts from the Helvetica Neue family, so if you do not have these fonts you will have to license them or change them to something you have. Do not ask me to email you fonts; fonts are copyrighted media and need to be licensed from a place like this.

    • If you don’t have Illustrator, you can download the » PNG bitmap « (8-bit with transparency to help with compositing) that can be opened in a paint program. If you have Adobe Photoshop or The GIMP or some equivalent program, this version should work for you fine. However, if you have Photoshop, you can also rasterize your own bitmaps by opening the PDF directly.

    Foundational and Followup articles

    <

    p>If you’re interested in reading about the design process that lead up to this form, these links may interest you:

    This was followed by the first release (this page, which you’re reading now). Subsequent followup tweaks are here:

    • Assessment 1 notes the issues that I and others came upon with this draft. Excellent comments from readers!
    • Draft 2 takes feedback into account and floats a new idea for a “figure rhythm” type of diagram for tracking the week. I have mixed feelings about it, but progress continues!

    Enjoy!

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    DSri Seah
  • 24 Boxes and Asymmetric Grids

    May 18, 2009

    Grids My quest for work-life balance continues this week as I continue to ramp up on personal projects while stirring the business development pot. Although I’m not quite sure exactly what I want to balance, I do know that there are general categories that have contributed to my sense of well-being in the past. So, starting from the basic idea that I need four hours of billable work a day, I made a list of the other things that help me feel centered:
    • productive work by myself
    • productive communication with creative, positive people
    • making sure that the crap isn’t piling up at home
    • putting time into health and the gym
    • adequate sleep

    There’s a purposeful resemblance to something I read about 5 contributors to happiness via my friend Senia, which are:

    1. sleep
    2. exercise
    3. nutrition
    4. incremental actions
    5. alone vs. social time balance

    Thoughts The tracker form that’s developing in my mind is based around all these principles, and what I’d like to have is some kind of nice weekly form that will both show me at a glance and remind me what the work-life balance should be. I’ve also been liking the idea of using the asymmetric grids I mentioned last week, so this morning I had a chance to make a first pass at what it might look like over my morning Starbucks.

    Asymmetric Grid DR01 The basic idea is to have a kind of three-part stack of boxes, with room for overflow. The names and assignments of the categories are preliminary, so I’m open to suggestions on this. Here’s what I have so far:
    • The bottom stack is sleep. For me, I like to get 8 hours, though sometimes I sleep a bit more. Without adequate sleep, the rest of my day is kind of hosed, so that’s why I put it on the bottom as a foundation for the rest of the activities.
    • The center stack are core maintenance. The home category covers stuff like cleaning, dishes, laundry, doing bills, and other responsible things that we should be doing for ourselves. It’s on the left, because I think of this as “left-brained” pragmatic thinking. The arrangement is a kind of little box, and there’s a couple more boxes available for overflow. The center, which about heart or happiness, are for things that you do that make the day worthwhile. Maybe everything you do makes you happy, but I put the box here anyway to remind me that this is the point, to find a center of joy somewhere in the rest of what you do. On the right side are health type things. This is more about taking care of yourself, and under this I would include feeling and romance. It’s that L-shape because it kind of is an encompassing gesture around the heart, and it’s more open than the closed-up logical side. Plus, this introduces an asymmetry that helps break up the grid further, providing some eye relief that a straight grid design would not generate. You may notice that this center grid is offset from the top and bottom slightly to, to further create some visual interest.
    • The top stack is about making stuff. For me, that’s creating–the four boxes at the top are the four billable hours I want to seek. The two supporting elements on either side are for conversation, which is the creative dialog that’s important to me. It’s split in two to accentuate the idea that there are two people in a conversation, plus it creates a kind of neat super robot head shape. The whole stack is reminiscent of a giant Japanese robot comprised of smaller ships, combining in different ways.

    <

    p>Some other subtleties are the provision of extra boxes, because sometimes you’ll spend more than the “ideal” number of hours. The stack of boxes is vaguely humanoid in shape, as I mentioned, to make it a little more personable in a way that a pile of boxes are not. There are also actually 26 boxes, because the two in the middle are extra. Maybe these will be bonus boxes when you do something that feels particularly awesome, a kind of bull’s eye.

    When I get a chance later this week I’ll put together the rest of the worksheet, which I’m thinking may resemble a marriage of the Concrete Goals Tracker and the Emergent Task Planner. In the meantime, work beckons!

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    DSri Seah
  • Cachet Classic Graph Sketch Book

    May 14, 2009

    Cachet Notebook A few months ago I’d stumbled upon an old hard cover quad-ruled notebook that I’d misplaced way back in 2002. The notebook, with a sturdy pebbled exterior and smooth wire binding, impressed me anew, so I pressed it back into daily service. When I ran out of pages a few months later, I freaked out and spent half the day trying to remember where I’d originally gotten it. There were no manufacturer’s markings anywhere on the notebook, so I visited every store in the area that carried art, office, and architectural supplies. Nothing I found there was a match, either not being available in quad-rule (i.e. graph paper) or lacking the hardbound covers w/ spiral binding.

    It was only when I took a day trip into Harvard Square to specifically visit Bob Slate Stationers did I rediscover my dream notebook. It’s the Cachet Classic Graph Sketch Book. I am going to have to stock up on them.

    There are several features that I love about this notebook:

    • It’s bigger than the average notebook, but not that much bigger at 9×12 inches. This gives the notebook a slightly more serious presence, and has the added advantage of neatly swallowing loose 8.5×11 pages. Usually, when you stuff a piece of loose-leaf letter into another notebook, some bit of it sticks out and gets frayed. Looks terrible. Go bigger to avoid this problem.

    Catchet Notebook
    • It uses sturdy double-looped wire binding, which allows the notebook to either open flat on a table or fold-over neatly like a pad. This is incredibly useful. The wire binding is also large enough to snugly hold my Lamy Safari pen, which is very convenient. The wire binding is also unusually tidy…quality stuff. A lot of the other sketchbooks use wire binding that’s easily warped out of shape due to under-engineered wimpiness, which leads to snagging when rapidly deploying onto a coffee shop table.

    Catchet Notebook
    • It’s a hardcover, and the cover stock they use is truly rigid. It’s similar to the stuff you see used for library thesis bindings, very sturdy and confidence-inspiring. If you are using the notebook with both covers folded in back, you have a very stable writing platform that doesn’t flex. The corners on my circa-2000 notebook have, with time, become worn, but the structural integrity of the notebook hasn’t been compromised. It actually just looks cooler.

    Cachet Notebook
    • The paper stock is smooth and highly bleed-resistant. I’m using fountain pens (Lamy Al-Star and Safaris loaded either with cartridge or Noodler’s), and the wring action is smooth without being loose. Also, I haven’t noticed any significant bleeding of my writing to the other side of the page, which is a relief. Even the printing of the quadrille pleases me. The line quality consistent in tone and thickness, just present enough without being overbearing. It’s even in non-repro blue.

    The only down side of this notebook is the price; I paid $25 for a single 80-page notebook in Harvard Square. The prices are probably inflated quite a bit, because I’ve seen prices online for the same notebook (now that I know what it is) for about $13 a pop. Still pretty pricey, but I’ve yet to come across another notebook that actually makes me happy. Not even my Moleskine reporter-style notebooks make me as happy, mostly because I don’t really like the tooth of the paper and it doesn’t take to fountain pens as well.

    I was unable to find out much about the company that produces these sketch books, Cachet Products Incorporated of Fairfield, New Jersey. This is an astonishingly well-made sketch book that meets all my criteria for a daily process book, and I want to know how this has come to be.

    UPDATE: I happened to spy a “Cachet by Daler-Rowney” Original Classic Sketchbook in my bedroom. Daler-Rowney is a UK company that is the result of a merger with George Rowney, Ltd and the Daler Board Company. Daler-Rowney also sells a 9×12 wirebound sketchbook. But who is the originator?

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    DSri Seah
  • Things I Like About People

    May 13, 2009

    I didn’t always like people. When I was a kid, I thought people were mostly sources of confusing advice and judgmental scowling, sowing confusion and guilt upon my understanding of the Universe. It’s not so surprising that I went into computers; I found computers were a source of needed predictability (so long as you understood a few simple rules), and mastery of computational machinery offered that locus of control I wanted to have over the world of causal relationships. Eventually this mental discipline helped me to understand people. Most people, I came to see, were just as confused as I, though perhaps they were better at managing it. Assured that I wasn’t alone in my cluelessness, I came to enjoy the company of people—tentatively at first, but now with a growing sense of wonder. The sheer diversity of people’s experiences is mind-boggling.

    These days, what’s important to me are the connections I can make between my work and the lives of other individuals. Projects that benefit people only in the abstract don’t feel real to me. I find that I need to see the faces of people reacting to my words and my creations to feel a sense of accomplishment. One of my working theories, which I’m starting to actively test, is that I need to be around people who have that same emphasis on making personal connections, finding meaning in the making of a personal impact on a daily basis. In the past, I’d just assumed that talent was the critical ingredient in partnership, but what I really seek is the creation of empowering culture in the context of creating meaning.

    While I was at the gym today, I was looking at the strangers around me and it occurred to me that while I’d finally admitted that I like people, I didn’t exactly know what that meant. And I know that I don’t like everybody. In the past I’d qualified this by just saying I liked positive-minded, self-empowered, conscientious and kind people, but I am starting to think that this is an inadequate definition.

    I thought I’d try to make a list of things I like about people to see where that goes.

    People who Deal Well with Perplexing Moments

    There are times when a person becomes momentary perplexed. Suddenly thrust outside the realm of the everyday, the moment of perplexity is forced on a person, who must confront new aspects of reality on-the-spot. This is one of those moments when character becomes most visible, and in that moment I can extrapolate a sample history of a person’s character development from the age of 6 to the present day. Of course I’m probably wildly wrong, but it makes for an entertaining distraction. And over time, the impressions can build to a fairly accurate impression.

    When faced with the unexpected, some people get mad. Some people freeze up. Some just try to deal with the anomaly as if it hadn’t occurred, using the same patterns that have served them in the past. Others are conditioned to look to another authority for guidance, and many just let the moment slip by unchallenged. My favorite reactions, though, are from the people who dare to test their skill against the unknown with the best of humor, seizing the opportunity to have a little fun, learn something, or break the monotony. That’s awesome.

    The practice of Design can be seen as a methodical manufacturing of perplexing moments. First, the perplexing moment is defined as the design challenge. Next, as designers we attempt to rise above the confusion that the unexpected has brought upon us. We force ourselves to engage with the perplexing moment with the totality of our character and life experience, in search for that response that transcends the ordinary. What we create is powerful and new. I love being in that moment, especially when it’s shared with people who practice a complementary form of mental jujitsu.

    People With Routines

    On the opposite end of the unexpected is the observance of daily routines, each with a predictable call and response to action. There’s a restaurant in Fort Point Channel near the Financial District in Boston, the A-Street Diner, where I occasionally had lunch when I was working in the city. What amazed me about the place was the efficiency of the lunch-rush ordering line. The employees expected you to know what you wanted to order at what counter, and there was a kind of thrill I got from learning how to play my part in keeping the line moving. Conversely, I get a little nervous when I don’t know what’s supposed to happen in a procedure. Taking a bus in a new city, for example…do you need to have exact change? Is there a ticket? Do you pay first, or after? I don’t know why this makes me nervous, or why I find such things so fascinating. Probably it’s because I have a desire to just fit in.

    There’s a comfort in walking into my local Starbucks every day. It’s not that I like the coffee or the food, which is unexceptional. However, I love the routine of interacting with the people behind the counter. They’re familiar faces to me now, and the ritual of ordering something every day helps establish a bond that, bizarrely, is the foundation of my local community. I’m like an actor in a production of Small Town Commerce, and we each have our lines to deliver. It’s a show. For example, my best friend Erin orders a drink every morning, the 5-Pump Non-Fat No-Whip Mocha Grande 2-Splenda-Stirred. It took a few months for me to master this order without blowing my lines and sounding like a noob. Sometimes we’d get a new person behind the counter, and the momentary look of panic would often lead to one of the veterans coming by the register for some quick on-the-job training in drink customization. Erin’s drink is part of the history of this place now, in the minds of maybe two dozen people, and it makes this Starbucks feel like home.

    People with a Past and Future

    I like to find out where people come from, and where people are going. Not everyone has both a past and a future. Some people just are in the place that they are, for no reason in particular other than this is where they ended up. It’s interesting still to ask them about the events that lead up to our shared geographic location, but such people sometimes have a sad marooned-at-sea look about their eyes that is a bit depressing. Their futures are nebulous. Conversely, some people only have a future, having not learned anything from their past. Their futures are a little scary to me, because they’re not anchored. The futures these people describe are sometimes fantastical and sometimes pragmatic, but because they have no past it’s hard to imagine how they’ll get to the place they’re describing. It’s perhaps a sign of an imagination that was allowed to grow in an unruly and undisciplined fashion.

    My favorite people are the ones who’ve made some sense of their past, and have set their eye on some distant landmark. They can tell you where they’ve been and what they thought of the experience; they’re happy to save you some trouble if you happen to be headed in that direction. They can also tell you something about the place they think they’re going, as best as they can reckon. They’re excited and optimistic, and they’re pleased as punch to tell you about it. I can spend hours with people like that.


    I’m starting to think it isn’t so much “people” that I like, but certain attitudes. Extrapolating from the three things I’ve listed about, apparently I like to face challenges together, participate in shared communities, and be on a journey that’s going to go somewhere interesting.

    There are at least two more elements–authenticity and heart–that I believe are underlying characteristics, but I’ll reflect on that another day.

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    DSri Seah
  • 24 More Boxes

    May 12, 2009

    Still more boxes Yesterday I’d started doodling boxes on a piece of paper, idly wondering if I could somehow structure the coming days of toil into a set of 24 boxes. This represented, in hindsight, a desire to put some structure on my expectations and somehow guarantee a productive use of time. There’s something pleasing about a grid of boxes. It’s orderly! It’s contained! It makes everything look clean and clear! Of course, it’s also a pipe dream to believe that it could actually work, but on the other hand I’m a firm believer that the appearance of order plays a part in creating the motivation to keep going.

    designing balance

    Today’s doodling expands on the theme of breaking up the day into boxes. Underlying the itch to structure the day is something new to my productivity form designing escapades: the desire to build balance into the task management. That presumes that there exists an algorithm for balance in the first place, and admittedly this has always been an area where I’ve suffered. However, in yesterday’s post I decided that starting with four billable hours a day would be a good start; this is both sustainable and realistic in my freelancing experience, especially when considering all the additional non-billable stuff that I have to do.

    I’m not going to get this form done today, but a few ideas have popped up:

    1. There are many work-life balance systems in existence, each purporting to break down the formula to happiness into a number of essential categories. I don’t happen to use any of them–which maybe explains a lot–but the idea of hour bins is very appealing from a tracking perspective. It’s compact, visually countable, and looks orderly. I’d have to build in some way of enforcing the time element for it to be a workable system, though. In some ways this approach resembles the Emergent Task Timer, but the emphasis of that tool is to discover where your time has gone in the face of hectic days. The use of bins, which could be asymmetrically sized, encourages balance. Likewise the Concrete Goals Tracker is similar in that it encourages certain essential activities, but it’s not designed to encourage balance. If anything it rewards point grubbing behavior, which doesn’t exactly encourage balance.
    2. There are tasks that need to get done every day, which is one of missions fulfilled by the Emergent Task Planner. One minor inconvenience is the need to re-transcribe tasks that didn’t get done, so I’m toying with the idea of some kind of overlay system. I actually don’t mind re-transcribing tasks because it helps one be mindful of them; the act of writing is an act of mental refocusing, in other words. Still, it might be useful in some way to create sets of tasks and uses them as task lenses on any given day. This was a concept that I’d played with before for an ad agency, but it didn’t really go anywhere.
    3. I also like the idea of using asymmetric grids to visually convey the “otherness” of some time blocks. You can see a hint of this idea in the lower left corner of the picture. It reminds me of board games, which suggests a sense of progression from block to block. A reduction of the game board concept to an ideogram-style representation could be interesting, motivational, and highly compact.

    <

    p>This is the first form I’m creating that addresses balance, to my recollection. A larger issue is how all the various Printable CEO forms work with each other; how does this new balance form figure in with that? The short answer is that there is no “system” in the first place; each PCEO form tool is designed to meet a specific need. While there are ways that two or three forms could be used together, there is no unifying design philosophy at work to eliminate tedious data retranscription. This is where software may be the solution.

    In the meantime, designing to encourage balance introduces a new concept in the PCEO universe, and I’m curious to see where it goes.

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    DSri Seah